ACR 60094 – TINS System ChangeApril 28, 2017

Introduction

Issue 1

Agencies that need to issue payments to an inactive mail code cannot reactivate the mail code status via online or batch and are currently required to submit a Payee Change Request form (74-157) (login required)PDF (PCR) to Payment Services. PCRs are immediately approved and mail codes are reactivated by Payment Services if the inactivation resulted from the TINS monthly inactivation process, referred to as the ‘cleanup’ process.

Solution 1

TINS will allow external agencies to reactivate an eligible mail code via online and batch. A mail code is eligible to be reactivated if it was inactivated during the monthly mail code inactivation ‘cleanup’ process. For more, see Inactivation Process in TexPayment Resource.

The following criteria apply for reactivating a mail code:

An eligible mail code secured by an agency – Security Level 1 or 2 – can only be reactivated by that securing source agency, either online or via batch. If a different agency attempts to reactivate a secured mail code, TINS generates the error message SECURING SOURCE DOES NOT MATCH INPUT SOURCE – UPDATES NOT ALLOWED, Message 915.

To make online changes to an eligible inactive mail code, access the Payee Mail Code Change (PCHGMC) screen. It displays the message UPDATE STATUS TO A = ACTIVE TO REACTIVATE / UPDATE MAIL CODE, Message 907. Change the status field from I to A and update the record. After the status field displays an A, a second recall of PCHGMC is necessary to make any additional field changes to that mail code.

Batch changes to an eligible inactive mail code do not require a separate Mail Code Status Change transaction. TINS automatically updates the mail code status from I to A if the mail code change transactions process successfully. However, if only the mail code reactivation is needed, submit T-code 656 – Mail Code Status Change.

If an eligible inactive mail code has an ADDRESS IND of blank, it can only be reactivated online.

Online – When reactivating a mail code with a blank ADDRESS IND field, TINS revalidates the address. If the address passes Code 1 validation, the mail code is reactivated. If the address fails Code 1 validation, the reactivation does not process and TINS displays the appropriate Code 1 error message.

A new mail code can be added to an inactive TIN, both online and batch, if the TIN was inactivated during the ‘cleanup’ process. The mail code field on a batch file may be blank; if blank, TINS assigns the next available mail code.

If the TIN master record was inactivated due to the ‘cleanup’ process and one of its eligible inactive mail codes is reactivated or a new mail code is added, TINS automatically reactivates the master record by updating its status to A.
Two history records display on the PMTHIS screen:

One for the mail code reactivation or new mail code setup

One for the system-generated reactivation of the TIN master record

An eligible inactive TIN master record cannot be changed or reactivated via batch or online. All fields are protected, and TINS generates the error message TIN INACTIVE; REACTIVATE ELIGIBLE MAIL CODE OR SET UP NEW MAIL CODE, Message 721. To reactivate the TIN master record:

A mail code and/or TIN cannot be reactivated nor can a new mail code be added via online or batch if the inactivation was for a reason otherthan the ‘cleanup’ process. Attempts to reactivate these mail codes generates the error message TIN AND/OR MAIL CODE INACTIVE; NOT ELIGIBLE FOR UPDATES BY EXTERNAL USER, Message 719.

Issue 2

With external agencies not having the ability to reactivate eligible mail codes, the 18-month Inactivation Process was extended to 27 months to retain an active status on mail codes paid periodically, annually or bi-annually. This ‘cleanup’ process was suspended pending the implementation of this system change.

Solution 2

ACR 60094 provides agencies with the ability to reactivate eligible mail codes and reinstates the Inactivation Process at the current 27 months.

Using a phased approach within three to six months from the date of this system change, the inactivation ‘cleanup’ process will be reduced from 27 to 18 months.